How to create an email in Zavanti

For the purpose of this user guide the Tenancy module will be used, it is the same process regardless of the entity involved. This guide is based on an email to a tenant.

1. Open the record for the relevant tenancy and navigate to the NOTES/ACTIVITIES option on the right-hand side
   Note: Click on the 3 dots or down arrow in the top Tabs bar if this option is not visible.
   
   
   
2. The activities relating to the tenant will now be displayed.
3. Check that the contact you are emailing has an email address listed in the system, and that this email address is correct.
4. If there is no email address listed, then:
   
   • If you have a permanent email address for the tenant, update their contact record. 
   • Enter the address manually in the 'to' field. 
5. To create a new email click + and choose Email from the dropdown
   
   
   
6. The Email activity screen will appear, the system will associate the correct information for the “From” and the “To” fields.
   Note: Click the expand button at the top right of the screen to open full screen.
7. You can enter the email address manually if you need to; this must be checked carefully before sending. The Regarding field has been automatically completed with the tenancy and should not be changed.
8. Enter all information required. Use the options at the top to attach files, add signatures etc.
9. You can Send immediately or save the email for later without sending. If you chose to Save the email, this activity will be in the activity list showing as ‘Active’.
10. To send this Email activity, click on the open activity icon and then Click Send.
    
    
    
11. If the contact has no email address, an error message will appear. In this case, return to the email window, update the “to” field, then press send (or save the email, then close it, for sending later once you have confirmed the email address to use). The email will remain visible in your Activities view.
12. Once an Email has been sent then that activity is closed, and you will see the status in the activity list. Once an activity is Closed the details cannot be updated, you can also see that the record is locked. 

When an email has been sent the email will be seen in the sent items of the email user that was entered into the ‘From’ field. You can check the status of an Email activity by looking at the activity record and checking what the status field is set to.